Recruiting Business Processes

Workday - Recruiting Business Processes

This guide is designed to assist Hiring Managers and HR Liaisons with the Workday Business Recruitment Process. Workday follows a preset flow, and it’s important to follow the steps below to avoid delays in the hire process. If you have any questions please contact HROE Recruitment, and we will be happy to assist you.  

Scroll this page to view the process steps.

1. CREATE JOB REQUISITION

Security Roles: HR Liaison (Preferred) or Hiring Manager

Result: Position Posted

To communicate information to Recruitment such as: salary information, applicant information to include in Job Requisition, and Supplemental Questions – please use the Additional Job Description field directly below the Job Description. Remember: Job Requisitions need a position. To create a position, see here for more information.

Instructions to Create a Job Requisition can be found on Workday Help → Use Workday → Managers → Create Position (Word Document)

Work Day Approval Flow
  1. HROE Recruitment Partner
  2. Department Head
  3. Executive Approver (Division's VP)
  4. HROE Recruitment Partner Posts
2. APPLICANTS APPLY

Internal and External Applicants

Result: Applicants status will be Initial Review

Remember: Job Requisitions have to be posted/advertised for a minimum of five days before they can be unposted.
3. INITIAL REVIEW

Security Roles: Recruiting Coordinator (Preferred) and HROE Recruiting Partner

Result: Move Forward to Screen or Decline

Review materials for each applicant for minimum education/experience

Check for duplicates/internal applicants. See the Review for Duplicate Process here.


Instructions for steps in Workday
4. SCREEN

Security Roles: Hiring Manager (Preferred) or HROE Recruiting Partner

Result: Applicants will Move Forward to Interview or will be Declined

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox

Instructions for Screening Applicants

5. INTERVIEW

Security Roles: Hiring Manager (Preferred) or Recruiting Partner

Result: Move Forward to References, Mover Forward to Offer, or Decline

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Set Interview Team
  • Interview team completes online evaluation of interview (this is not interview questions/documentation)
  • Check for duplicates task for Recruiting Partner
  • Manager makes Interview decision

Instructions for Interviewing Candidates

6. REFERENCES (OPTIONAL IN WORKDAY) – TASK TO BE COMPLETED AND DOCUMENTED OUTSIDE OF WORKDAY

Security Roles: Hiring Manager (Preferred) or Recruiting Coordinator

Result: Move Forward to Offer or Decline

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

REMEMBER: This status is optional for use in Workday. However, References will be completed and documented outside of Workday. HROE Recruiting Partner will check for duplicates.

Instructions for Checking References

7. OFFER

Security Roles: Hiring Manager (Preferred) or Recruiting Coordinator

Result: If Offer is Accepted, Move Forward to Background Check; If Offer is Declined, Decline

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Create Offer
  • Step for member approval – can be submitted for TAMU, no additional approval needed
  • Recruiting Partner approval
  • Generate Offer Letter – PDF file can be edited/reviewed at this step
  • Submit offer to candidate
  • Did Candidate accept Offer?
8. BACKGROUND CHECK

Security Roles: HROE Recruiting Partner ONLY

Result: Ready for Hire

  • No action required by Hiring manager or HR Liaison in Workday
  • Background clearance email will be forwarded by HROE Recruiting Partner
9. DEGREE VERIFICATION AND HIRING PROCESS DOCUMENTS – TASKS OUTSIDE OF WORKDAY

Security Roles: Recruiting Coordinator (Preferred) or Hiring Manager

Result: Processed, filed and reviewed by HROE Recruiting Partner

  • Degree Verification form forwarded to candidate, completed/signed form submitted to secure server for processing
  • Hiring process documents uploaded to secure document server. Hiring process documents include: matrix, interview documentation, reference documentation, selective service form

Using Secure Document Server, Go HERE.

  • Follow the directions on the form at the website
  • The clearance emails for criminal background checks and degree verifications are not required in the uploaded documents
10. READY FOR HIRE

Security Roles: HROE Recruiting Partner ONLY

Result: Revise Hire OR Revise Job Change OR Revise Add Additional Job

Manager can use the candidate grid to review information for all candidates but any movement of candidate to move forward or decline must be done from task in inbox.

  • Recruiting Partner reviews documentation, verifies degree on file and completes first compliance checklist
  • Candidate receives tasks to complete:
    • Internal will receive two to-do tasks to complete and submit in Workday inbox
    • External will receive two tasks to complete and submit in external career site inbox
  • Recruiting Partner completes second checklist and submits as Ready for Hire task
11. REVISE HIRE; REVISE JOB CHANGE; REVISE ADDITIONAL JOB – NOTE – SECTION UNDER CONSTRUCTION

Security Roles: Hiring Manager (Preferred)

This step initiates one of the following: Hire, Transfer, Promotion, Add Additional Job

  • Our team is working hard to update this section. More information will be coming soon.
12. ONBOARDING PROCESS

Last Step

  • Various tasks will generate to employee and others for the Hire
  • Transfer/Add Additional Job may have some onboarding tasks

Recruitment & Workforce Planning Contact Information

Email: jobs@tamu.edu  |  Phone: (979) 845-5154  |  Fax: (979) 847-8877
Location:  General Services Complex (Map), 750 Agronomy Road, Suite 1201
                 College Station, TX 77843-1255
Campus Mail Stop: 1255
Office Hours: 8:00 a.m. – 5:00 p.m. Monday – Friday
Texas A&M jobs website: jobs.tamu.edu